Creating and Managing Your Asset Register 📊

Creating and Managing Your Asset Register 📊

In this video, I walk you through the process of creating your assets and setting up the assets register within our system. We capture essential details for vehicles, plant, machinery, and testing equipment, including service intervals and responsible personnel. Once all assets are created, you can download QR codes to label each item, making pre-start checks and maintenance tracking easier. I encourage you to set up your assets and ensure all relevant information is attached, so we can automate and streamline our processes effectively. Please make sure to scan the QR codes for quick access to asset details during pre-starts.


Creating an Asset Register and Managing Assets

Objective

This SOP outlines the steps to create and manage an asset register, including capturing details, setting service intervals, and maintaining records for vehicles and equipment.

Key Steps

 

1. Create Asset Register 0:00

  • Access the asset register within the system.

  • Capture details for all vehicles, plant, machinery, and testing equipment.

  • Include pre-start checks and maintenance details.

 

2. Set Up Asset Details 0:20

  • If the asset does not belong to a contractor, proceed to create your own assets.

  • Input the following details:

    • Make and model

    • Serial number

    • Days between service (e.g., every 90 days)

    • Next service due date

    • Meter interval (e.g., kilometers for vehicles or operating hours for machinery).

 

3. Create Asset and Link Pre-Starts 1:01

  • After entering all necessary details, create the asset in the system.

  • Link pre-start checks to the asset.

 

4. Download QR Codes 2:06

  • Once all assets are created, download the QR codes for each asset.

  • Send the QR codes to a local printer for heavy-duty stickers (100x100 mm).

 

5. Label Assets 2:20

  • Stick the printed QR code directly on the side of the asset.

 

6. Conduct Pre-Start Checks 2:37

  • Workers scan the QR code to access the asset details.

  • Input the kilometers or operating hours during pre-start checks.

 

7. Capture Maintenance and Service Records 3:04

  • Update maintenance records associated with the asset, including:

    • Service dockets

    • Repairs

    • Attachments (registration, insurance, risk assessments, operating manuals).

  • Set expiry dates for attachments if applicable.

 

8. Export Asset Profile 3:38

  • Export or email the asset profile to clients as needed.

Cautionary Notes

  • Ensure all details entered are accurate to avoid issues with maintenance and compliance.

  • Regularly review and update the asset register to reflect any changes in asset status or details.

Tips for Efficiency

  • Schedule regular intervals for updating the asset register to keep it current.

  • Use a checklist for pre-start checks to ensure all necessary information is captured each time.


    • Related Articles

    • Creating and Managing Asset Groups in the Asset Module

      We've enhanced the assets module with a new feature: the ability to organise assets into groups. This allows you to quickly view all assets of a specific type or category at a glance. You can also create location-based groups, like project ...

    • Updated features in the Asset Register

      Just a quick update for those clients that use the asset register. You can now keep track of maintenance history for your assets. Here is a video showing the updates: As always, if you have any questions, please drop a support ticket so we can get in ...

    • Streamlining the Asset Pre-Start Process

      In this video, I walk you through the asset pre-start process, highlighting how each asset is set up with a customizable pre-start checklist. When a worker scans the QR code associated with the asset, they can complete the pre-start, inputting ...

    • Asset Register - Issues reporting Improvement

      Simplifying Asset Register Issue Reporting Process Scenario Description Someone reports an issue on an asset (e.g., cracked windscreen on a Ford Ranger). Pre-start information is filled in, fault identified, and reported to the supervisor. Next day, ...

    • Creating and Using Custom Asset Prestarts

      Previously you could only use the default prestart checklist for all assets in the asset register. This did not work for some assets that were not heavy equipment. Now you can create custom prestarts for any type of asset. Here is a video of the ...